Program Manager

Division: Programmed Facility Management – Melbourne Water Contract

Reports to: Minor Capital Delivery Manager

Position Type : Full Time - Permanent

This position is part of Minor Capital Delivery team on Melbourne Water contract. The team delivers projects up to value of $5M on Melbourne Water facilities and assets, including treatment plants and networks.

This role is responsible for managing a multiple delivery teams. The Program Manager will develop, establish, maintain the project management framework and ensure that it is complied with by Project Managers. The Program Manager is responsible for leading the successful delivery of projects; ensuring that the activities of Project Managers (who report into the Program Manager) are geared to deliver the agreed project management pipeline.

The role holder will oversee quality control through project lifecycles and managing and achieving financial targets. Maintain and develop close liaison with colleagues in the Programmed Facility Management and counterparts in the client side to deliver a seamless service to clients that meet project budgets, timings and specification expectations.

The Program Manager will be responsible for maintaining the clear pipeline of work to ensure achievement of the contracts KPIs.

At Programmed we have four core values that we ask our employees to observe, act on and deliver.

• Personal safety leadership - We display personal safety leadership each and every day. We believe all injuries are preventable. We act to ensure the health, safety and environmental wellbeing of our customers, the public and ourselves.
• Care & empathy - We show care and empathy for the people around us; our employees, customers and the communities we work in. We respect everyone’s contribution by working together to achieve common goals and project outcomes. We believe that everyone comes to work wanting to do a great job. We are prepared to ask “R U OK?” if our colleagues are performing differently.
• Customer service - Our people display what we like to call good old-fashioned customer service. We imagine how we would like to be served, if we were the customer. We do what we say we are going to do.
• Diversity, inclusion & equality - We seek a workforce that is representative of the communities we work in. We strive for a team that reflects a diverse society in consideration of culture, gender, age, sexual orientation and abilities. We recognise the value and importance of attracting, engaging and retaining employees with different backgrounds, experience and perspectives. We aim to create a safe and inclusive environment, where people are treated equally and are free of all forms of discrimination.

Qualifications

• Tertiary qualifications in Engineering or similar.

Experience & Knowledge

• At least 15 years of prior experience in Project and Program Management.
• Demonstrated expertise in the water and wastewater industry.
• Proficient in financial management, including a solid grasp of procurement processes and business finance principles.
• Proven track record in implementing and monitoring Health and Safety guidelines, ensuring continuous adherence to regulatory requirements.
• Experience in financial reporting, forecasting, and proficient management of budgets.
• Extensive proficiency in utilising Project Management Systems and navigating various complex delivery models.
• Background in developing and implementing new processes to enhance organisational efficiency.
• Demonstrated leadership skills, including the ability to manage diverse teams, foster a shared vision, motivate individuals, and align with both business objectives and client expectations.
• Strong organisational capabilities with a focus on effective task management and prioritisation.
• Advanced proficiency in Microsoft Word and Excel.

Safety Leadership

• Ensures that all relevant Programmed employees and contractors follow all aspects of Safety, project management, inductions and training.
• Ensures of compliance with all OHS Regulations and Programmed Safety Policies and Guidelines
• Audits and inspect sites and system performance to identify potential area for improvement
• Coaches and guides employees regarding core HSEQ concepts.
• Promotes and develops cultural awareness programs to promote a Zero Harm culture across the business.
• Ensures all individuals involved in incidents are treated fairly and with respect in line with Programmed “Just Culture” and Code of Conduct.

Operational Management

• Ensures that administrative and support processes are developed, maintained and adhered to PFM Quality Management Plan and Design Management & Minor Capital Delivery Management Plan
• Monitors the project management team and supervises project delivery to ensure required tasks are completed on time and budget
• Oversees the current Program and pipeline of all Projects
• Generates reports and present program status to leadership teams
• Support and direct the team to achieve their KPIs
• In conjunction with the Project team, regularly plans the works Program and flow of Projects through the current pipeline
• Defines project scope, goals and deliverables that support business goals in collaboration with senior management and stakeholders
• Monitors activities to ensure that internal controls are in place to minimise financial risk. Identify opportunities to reduce expenditure and ensure efficiency of operation to maximise client satisfaction.
• Monitors Project works which are to be conducted as per the Project Management framework ensuring sustainability and Whole of Life objectives are considered for new or upgraded assets
• Continuously determines resource requirements to deliver Projects successfully as well as meeting the clients KPIs
• Provides clear and transparent communication to internal and external customers to ensure quality service is provided at all times
• Oversees operational management in accordance with interfacing and interdependencies with Projects
• Appraises all aspects of project performance & cost management, allocation of resources and customer satisfaction to ensure the effective delivery of Annual Work Program.
• Determines, in conjunction with the leadership teams, the projected growth in demand and ensure appropriate planning is in place that reflect future needs
• Supporting the Service Delivery team and delivery maintenance activities where requested.

Commercial

• Identifies and pursues new business from existing customers to deliver an extension to the services currently being provided
• Develop procurement plan and delivery methodologies that reduces project risk and increase efficiency of the projects.
• Managing aged WIP, payment of invoices and cash flow of the program
• Provide accurate forecast and manage the program to meet the contract forecasted targets
• Development of proposals and tenders as required for basic & complex procurement works

Leadership

• Coaches and develops project managers and project delivery teams in the application of the project management framework, principles, policies and processes
• Leads the team in the provision of excellent customer service, whilst developing and implementing innovative solutions to customer requests
• Promote a positive team culture and build strong relationships that supports the team and wider Programmed groups
• Champions initiatives that support the improvement of employee engagement
• Develops strategies and action plans that support Programmed overall business strategy and follow the senior leadership direction

Quality Management

• Establishes, monitors, reviews and delivers projects in a manner that ensures budgets & delivery requirements are achieved in accordance with policy & procedure
• Fosters and promotes an attitude of continuous improvement and encourages the use of continuous improvement concepts in the workplace, supporting the adoption of change that optimises efficiency in Projects
• Ensures adherence to requirement of clients policies and guideline and adherence to requirement of contract
• Identifies and coordinates corrective actions to prevent incident re-occurrence
• Undertakes regular audits of Project Manager’s activities and their Projects

Financial

Interprets and applies key financial indicators to make better business decisions. For example, determines and estimates the main direct and indirect costs; prepares budgets and forecasts; and makes generally appropriate decisions regarding expenditures. Studies financial and quantitative information, using data to improve business planning and performance.

Operations

Provides direction, delegating, and removing obstacles to get work done. For example, fosters a culture of empowerment and accountability; emphasizes the need to give major responsibilities to team members at each level. Gives others needed information, authority, and support to optimize business performance.

Customer

Builds strong customer relationships and delivers customer-centric solutions. For example, solicits customer feedback and data; conveys a clear understanding of the level of service the team is providing, taking action when standards are not met by team; and aligns business processes with customer needs.

Growth

Applies knowledge of the business and marketplace to advance the business’ goals. For example, shows considerable business insight, beyond the fundamentals; asks probing questions and draws on a variety of sources to gain insight and to explore business drivers or industry trends.

People

Creates a culture where people are motivated to do their best to help the business achieve its objectives. For example, understands people's motivations, engages them in the work, and builds a sense of energy toward common goals. Ensures that others can make decisions and take accountability; and celebrates progress and team successes.

Technology

Anticipates and adopts innovations in business technology. Ensures current technology is being utilised effectively to ensure operational efficiency. Leverages new and existing technologies to deliver a competitive advantage in the market.

Our aim is that everyone has an opportunity to sit down with their line manager to clarify the expectations of their role, identify key performance indicators (KPIs) and outline specific projects to be completed. Another important aspect of these discussions is to explore areas of development and learning and developing opportunities to build and grow skills and advance careers. These discussion occur in the Review and Reflection period held yearly.

In this role the KPI’s will generally focus on the following areas:

• Health, Safety & Environment targets
• Quality and compliance targets
• Team leadership
• Financial & sales performance
• Diversity & inclusion
• Employee engagement
• Employee retention & attraction
• Customer feedback & retention